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User Administration TrainingParticipant Workbook
7/20/11
Archives and Records Centers Information Systems
Participant Workbook and Supplemental Handouts
ARCIS USER ADMINISTRATIONCustomer Agencies
Basic Records Transfer Process Flow....................................................................................................2
Comprehensive Records Transfer Process Flow...................................................................................3
Sample ARCIS User Profile Summary Page............................................................................................4
Reference Requests Process Flow..........................................................................................................5
Demonstration Exercise - Records Transfer Access Restriction for Reference.................................6
ARCIS User Branch Hierarchical Structure.............................................................................................7
User Creation Follow-Along Exercise (Optional)....................................................................................8User Creation Practice Exercise............................................................................................................10
Modify Existing Users Exercise.............................................................................................................15
User Problem Scenarios.........................................................................................................................19
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Basic Records Transfer Process Flow
Note: Internal sub-processes and ARCIS status options are available but not shown. See page 3 for comprehensive process with all available process options.
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Comprehensive Records Transfer Process Flow
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Sample ARCIS User Profile Summary Page
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Reference Requests Process Flow
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Yes
No
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Demonstration Exercise - Records Transfer Access Restriction for Reference
Navigate to the “User Administration” screen and query for user Colin Campbell. Click on the last name link to view his profile summary. Colin will not be able to request records from one of the following records transfers.
From which records transfer will Colin be prevented from requesting a record? _____________________
Transfer 1
Transfer 2
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ARCIS User Branch Hierarchical Structure
Within ARCIS, agencies will be set-up with one of the following branch structures.
Horizontal Branch Structure: With a flat, or horizontal, structure agencies will only have access to Level 1 and Level 2 shown below. All users and administrators will be assigned the “Root” branch.
Vertical Branch Structure: Agencies using a vertical branch structure will have levels below the root level as shown below.
For most agencies, the “Branch” field in ARCIS will simply serve as a container to house users. Branch is not part of transaction access or control functionality.
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Super
Level 1
Root
Level 2
Eastern
Level 3
Central
Level 3
Western
Level 3
North East
Level 4
South East
Level 4
California
Level 4
New York
Level 5
Boston
Level 5
Agencies using a flat Branch structure in ARCIS will have all users assigned to the Root level.
User Administration TrainingParticipant Workbook
7/20/11
User Creation Follow-Along Exercise (Optional)
If desired, use the sample user application form on the following page and complete the new user profile as the trainer demonstrates and discusses each section.
Important: Do not get ahead of the trainer.
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User Creation Practice Exercise
Use the following ARCIS User Request Forms to create new users.
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Modify Existing Users Exercise
Use the following ARCIS User Request Forms to modify existing user accounts.
Important: Practice querying to locate each user you need to modify even if you can see the name on the list without running a query.
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User Problem Scenarios
The following are examples of problem situations that may require your assistance as an ARCIS Administrator. Please read each scenario and use ARCIS to see if you can determine the problem and possible solution.
Scenario 1: You received the following message from Bernie Parent.
“I do not have the authority to approve the transfers I create before sending them to the records center. When I created transfer number PT-##3-2011-0046 my supervisor, Brett Hull, did not appear in the approver picklist. I have been able to pick him for other transfers, but not this one. What am I doing wrong?”
What profile items did you check? _______________________________________________
What did you find as the source of the problem? ____________________________________
Scenario 2: Phil Esposito is the administrator of a very large office of ARCIS users. Phil wants Eddie Johnston as an alternate administrator, but when he tries to give administrator rights he receives and error message that says “You can not promote this user as Administrator”.
Why is Phil receiving this error message?
_____________________________________________________________________________
Scenario 3: Russell Farley sent an e-mail indicating;
“One of my technicians, Jack Thomas, is trying to submit a reference request for a container from transfer number PT-##1-2011-0078. However, he cannot see this transfer number in his pick-list when trying to create the reference request. It’s a good transfer number because Jack can the transfer number in his agency wide records transfers view. Jack seems to always have this problem when submitting requests for records that were sent to the records center from our Seattle office. Can you help?”
Why can’t Jack see transfer PT-##1-2011-0078 in the transfer # pick-list when trying to submit a reference request?
_____________________________________________________________________________
Extra Credit: Kendra Hodge is assigned to the Central region but also serves as an alternate administrator for the Western region. Kendra indicates she cannot see Western region employees when clicking the “User Administration” tab.
Why might this be occurring?
_____________________________________________________________________________
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